Senior Office Assistant

Senior Office Assistant

Performs highly responsible and specialized clerical / administrative office support activities and provides customer service to the public and other agencies relative to department programs and services. This recruitment is for the City Clerk's Office. Work is performed in a standard office environment. Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

First consideration may be given to current City of Las Cruces employees who meet all minimum requirements.

Duties and responsibilities include assisting the public in person or by phone answering inquiries related to department services and programs; assisting the public with departmental applications / forms and verifying necessary documents are included; compiling information and generating various special and recurring reports; receiving and verifying bills, invoices and credit cards statements; preparing and processing licenses, resolutions, business certificates, applications as required; coordinating special events and meetings with multiple outside agencies; preparing correspondence, reports, forms, agendas, meeting minutes, memorandums, letters, newsletters, and specialized documents related to the organizational unit and / or program services; receiving and verifying payables and receivables; assisting with ordering and maintaining office supply inventories and departmental equipment; operating a variety of office machines and equipment including personal computers, typewriters, adding machines, transcribing equipment, calculators, alpha readers, data processing terminals, printers, copiers, binders, collators, and microfilm equipment as needed.

Minimum qualifications equivalent to a high school diploma plus three years' experience performing administrative office support using a personal computer with MS Office or related software. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy. Demonstrated computer skills in working with word processing, spreadsheet and email software. Valid driver's license may be required or preferred. Bilingual skills (English / Spanish) and Notary Public may be desirable. Additional technical certifications and training may be required for some incumbents in this job class. Typing test may be required.

Knowledge of standard office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; basic and specialized computer applications involving word processing and possibly transcription equipment, data entry and report generation; records management principles and record keeping practices; customer service standards and protocol; City policies and procedures. Skills in using initiative and independent judgment within established procedural guidelines; effectively communicating in written and verbal forms, in applying correct English usage, grammar, spelling and punctuation; preparing and writing reports, business correspondence, and policy manuals; effectively presenting information and responding to questions from general public and employees; operating standard office equipment, personal computers and printers; searching and maintaining records and computer files. Ability to assess and prioritize multiple tasks, projects and demands; communicate effectively in verbal and written forms; establish and maintain effective working relations with co-workers and representatives from other agencies; make accurate arithmetic calculations; enter numerical and related information into a computer system with speed and accuracy; meet critical time deadlines.

To view a summary of benefits offered by the City of Las Cruces, visit the benefits page.

Are you a current City of Las Cruces employee? Yes or No

Position requires at least a high school diploma or GED. Do you meet this minimum requirement? Yes or No

Do you have, at a minimum, the required three years experience performing administrative office support using a personal computer with MS Office or related software? Yes or No

Which MS Office or related software have you used in your current or previous roles?

A valid driver's license may be required or preferred. Do you meet this preference? Yes or No

This position has a preference for experience with Inspection of Public Records Act (IPRA) requests and law. Please choose which one of the options below best describes your experience with IPRA requests and law.

This position has a preference for experience transcribing minutes. Please choose which one of the options below best describes your experience transcribing minutes.

This position will include a heavy customer service focus. Please choose which one of the options below best describes your experience with customer service.

Although not required, do you have a current Notary Public Certification? Yes or No

Although not required, are you bilingual (English / Spanish)? Yes or No

Employer : City of Las Cruces, Address : P.O. Box 20000, Las Cruces, New Mexico, 88004, Phone : 575-528-3100, Website : http : / / www.lascruces.gov